Kansas Department of
Social and Rehabilitation Services
Gary Daniels, Acting Secretary
Integrated Service Delivery - Candy Shively, Deputy Secretary (785)
Economic and Employment Support - Bobbi Mariani, Director (785)
....Enriching lives today and tomorrow
EES Program Administrators
Assistant Regional Directors
April 15, 2005
Implementation Memo - KEESM Revision 22, effective May 1,
This memo contains information for implementing provisions
of the Kansas Economic and Employment Support Manual (KEESM) Revision
22 effective May 1, 2005. Previous instructions were issued on
March 14, 2005 for Level of Care/Patient Liability for Level VI
and Head Injured Rehabilitation Facilities and on March 16, 2005
for Implementation Instructions for Poverty Level Increases.
This memo follows the same general outline as the Summary of Change
for Rev. 22 which was issued April 1, 2005.
Implementation issues covered in this memo include the following.
- FS and Child Care - Averaging Child Support Income
- Exempt Income - SSI and TAF Support Payments
- Cash Assistance - Failure to Cooperate
- FS - ABAWD Changes
- TAF Support Services
- Food Stamp Employment and Training
- Child Care Provider Enrollment Documents for EBT CC
- MULTIPLE PROGRAMS
- Averaging Child Support for Food Stamps and Child
Care Assistance - See Summary of Changes, Item I,
A, 2. and Section 7124.
Effective May 1, 2005, the budgeting of child support for the
food stamp and child care assistance programs is changing as noted
in the manual material and Summary of Change.
Converting the case to averaging of child support and the counting
of arrearages is to be applied to all applications and reviews processed
on or after May 1, 2005. For ongoing cases, it shall also be applied
at the time of the next review, IR or change involving child support
income, whichever comes first.
As noted in the Summary of Change and manual material, another
major part of this change is the treatment of arrearage child support.
With this revision, child support arrearage payments either received
or anticipated to be received will be included as income. This will
make the use of the Kansas Pay Center as verification of child support
income much easier for staff.
It is important to note that staff are expected to use the KAECSES
- CSE system and the Kansas Pay Center as verification of child
support income received whenever possible. To further simplify this
process, the disbursement date of the child support, as noted on
the above systems, will be considered the date the child support
was received by the consumer.
A detailed training packet on budgeting of child support income is being sent
with this Implementation Memo.
- Exempt Income - See Summary of Changes, Item
I. B. 6. and KEESM Section 6410 (55) and (63).
- Section 6410 (55) is being
modified to remove
the reference to consideration of an SSI
voluntary contribution toward
in Section 4120 (4) to count the contribution
from a non-legally
member in cash assistance
to parallel the change in Section
6410 (55). Current
contributions from household members
are being counted
as income should be modified to
reflect this policy
time a case change in made, but no
later than the next
- Section 6410 (63) clarifies that work support payments
defined in Section 3410 and paid directly to the client
are exempt as income.
The following examples illustrate
Example 1: A TAF client goes to work and is eligible for a WTA
payment [3411.2 (4)] which she receives in July. This WTA payment
is exempt as income for all programs.
Example 2: A TAF Work Program
client is working with
a contracted employment service provider.
placed the client
on a Work Assessment to gain more information
about the client’s
skills. While on this Work Assessment, the
provider is compensating the client
for 30 hours per week at minimum
wage. The compensation
from the provider is not exempt and is considered
income to the client.
II. CASH ASSISTANCE
Failure to Cooperate - See Summary of Changes, Item III. A and
KEESM Sections 2165(1), 2165.1 (1) (a), 2165.1 (2), and 4113(2).
This revision implements a change when the parent who fails to
cooperate with CSE is a minor parent. In these situations, only
the minor parent will be ineligible for assistance. The SEPA code
for the minor parent is DI.
The following examples illustrate the policy’s
Example 1: Anna receives TAF cash assistance for herself and
her two children, Alice(17), Joe (9), and Alice’s 5 month
old baby, Darren. In June, CSE indicates that Alice is not cooperating
with them in establishing paternity for Darren. The CSE
is established, and only Alice is removed from the case.
The case changes to shared living.
Example 2: In the above example, Alice remains off the case. When
she turns 18, she applies for TAF for herself and Darren. If she
meets other eligibility criteria, her application may be approved
and a referral sent to CSE at the time of approval. Penalties accrued
by a minor who is unable to act in his/her own behalf do not count
as a first or subsequent penalty when the minor becomes an adult
recipient. PRAP codes for such an individual must be changed when
the minor becomes an adult by removing any personal alerts of 1C
- FOOD ASSISTANCE
- ABAWD Labor Surplus County Changes
- See Summary of Changes, item VI, A. and Section 2520.
These implementation instructions apply to all
staff, not just
those in the exempt ABAWD counties. In particular, staff in the
non-exempt counties need to review the section on inter-county transfers.
Effective May 1, 2005 residents of the following 14 counties are
exempt from the ABAWD policies of 2520, specifically the three-month
Anderson; Atchison; Cherokee; Coffey; Cowley; Doniphan; Douglas;
Leavenworth; Linn; Sedgwick; Shawnee; Sumner; Woodson; and Wyandotte.
Also effective May 1, 2005 residents in
the following 11 counties are NO LONGER exempt from
the ABAWD provisions:
Allen; Bourbon; Brown; Finney; Geary; Jackson; Jefferson; Kearney;
Labette; Montgomery; and Neosho. See the county specific section
below for specific actions that must be taken in these counties.
- General Rules for the Exempt Counties
- Exemption from ABAWD Status - Exemption from the
ABAWD provisions applies to the person’s county
of residence, not the county where the case is managed.
For example, a Sedgwick county resident
whose case is being managed in Butler county would still be
exempt from the ABAWD provisions. Conversely, a Butler
whose case is being managed in Sedgwick county would not be
exempt from the ABAWD provisions.
- Application and Review Processing in the
Exempt Counties - In the exempt counties, applications
and reviews processed that
contain persons who would otherwise be an ABAWD, can be certified
for 12 months instead of the maximum of 6 for a case containing
an ABAWD. These cases will now be required to complete an
IR, and an IR due date will need to be set.
- Intercounty Transfers - If a person who would otherwise
be an ABAWD in an exempt county moves to a county
that is NOT exempt
from the ABAWD provisions, the provisions will apply in the
receiving county effective with the month following
the month the case is
received. If the customer has already received their three
ABAWD months in the current three year period which
started 1/1/03, they
will not be eligible for benefits in the non-exempt county.
If it is determined that the customer has not already
received their three
ABAWD months, the notice F845 - FS Important Information -
ABAWD, must be sent to the customer about the three
month eligibility time
limit in the new county. This notice must meet adequate notice
requirements The month the case is received in
the new county shall not be considered
an ABAWD month. In addition, notice F849 FS Information -ABAWD/ICT
is available to notify persons moving from a non exempt ABAWD
county to one that is exempt.
- KAECSES Coding Issues in the Exempt Counties:
- JOPR: Persons who would otherwise be an
ABAWD shall be coded as mandatory (MD) on JOPR.
This will apply to new applications and
reviews as they are processed. Existing cases shall
be changed at the time of the next review. The
V106, Mandatory Work Program Participant,
should also be sent to the client.
- PRAP: Persons in the exempt
counties who would otherwise be an ABAWD
shall be coded on
PRAP with the person alert of ?A. This
coding means the person resides in a county that is exempt
from the ABAWD provisions (and would be an ABAWD
otherwise.) Use of this
coding is important for identifying persons that might be
subject to the ABAWD provisions should they
move to a county that is not
exempt from the ABAWD provisions, or if the county is later
determined to be a non- exempt county and ABAWDs
must be identified on reports
for necessary case actions. The current PRAP code of AB means
the person is an ABAWD in a non-exempt county.
AB codes on persons in
the newly exempted counties must be changed no later than
the time of the next review or when a previously
set 3 month alert is generated.
- County Specific Information
- Currently Exempt Counties of Anderson, Atchison,
Cherokee, Coffey, Doniphan, Leavenworth, Linn, Shawnee,
Sumner, Woodson and
Wyandotte. No special action is necessary in these counties
as they have been exempt from the ABAWD criteria
since the original implementation
date of July 1, 2004.
- Newly Exempt Counties of Cowley, Douglas
and Sedgwick. In addition to the general rules noted above, persons
currently considered an
ABAWD in the newly exempt counties are not to be closed or
removed from an active FS case due to the three
month time limit effective
April 30, 2005 or after. If any cases have been copied forward
to a future month and closed, they must be identified
and the closure
If the case accidentally closes, it shall be reinstated without
requiring a new application and given a review period within the
review period limitation of 12 months. The original review period
of 6 months can be extended to 12, but be sure to set an IR due
date if more than 6 months will be left in the review period. Please
note that extending the review period to 12 months only applies
to cases that are closed in error. Other ongoing cases shall retain
the original 6 month review period. A review period of 12 months
(with IR due) can be set when the case comes due for review.
Example: A single person ABAWD case in a newly exempt county closes
by mistake May 31. The consumer calls in June about not receiving
benefits and the case is reinstated. The original review period
was April 1 - September 30. When the case is reinstated, the review
period can be lengthened to March 31, 2006. Since there will be
more than 6 months left in the review period, an IR due date is
set for 9/05.
A case file search of recently closed ABAWD cases in the exempt
counties is not required. However, a case file search
of ABAWDs coded DI on active food stamp cases in the newly exempt
will be required. Affected persons must be reviewed and if determined
to be an eligible ABAWD, coded IN on the active food stamp case.
A printout of all persons coded DI in the exempt counties will be
provided on or around April 21,2005. The determinations of eligibility
should be made within 60 days of May 1, with restored benefits as
appropriate provided back to May 1, 2005.
The title of this report is “Adults Age 18-49 Coded DI on
Active Food Stamp Cases”. To help staff further identify
ABAWDs on the report coded DI, the citizenship code from ETRC
listed. (Persons coded DI who are not US citizens or eligible
not be ABAWDS.) The review due date is also listed to allow
staff to prioritize cases that are due for review in months
May or June 2005. The JOPR exemption code is also listed
to help staff identify ABAWDS (JOPR code of AB).
- No Longer Exempt Counties of Allen, Bourbon,
Brown, Finney, Geary, Jackson, Jefferson, Kearney,
Montgomery and Neosho. Persons currently considered an ABAWD in the above counties
must be identified and closed effective May
31, 2005, IF they have already
received their three ABAWD months in the current 36 month
period starting January 1, 2003. If the affected
person has not received
their three months already, then they are to receive those
three months before the case is closed or the person
removed from the
active case. The following examples should help to clarify:
Example 1: Susie resides in Finney county and first applied for
food stamps in March of 2004. Her three ABAWD months were April-June
2004. Finney county then became exempt effective July 1, 2004 and
her food stamps have continued. Since she has already had her three
ABAWD months in the 36 month period starting January 1, 2003, her
FS case must be closed effective May 31, 2005, provided she is still
subject to the ABAWD criteria (i.e. not currently working 20 hours
a week, not mentally or physically unfit for employment or otherwise
exempt per 2521.)
Example 2: Billy Bob resides in Montgomery county and first applied
for food stamps in November 2004. Since he has not received his
three ABAWD months in the current 36 month period, he is entitled
to three ABAWD months before his food stamps are terminated. He
would be entitled to benefits from May - July 2005, then closed
if he does not meet any of the ABAWD exemptions that would allow
his food stamp benefits to continue.
To help staff identify ABAWDs that need to be closed due
to the loss of the labor surplus exemption status, a report “ABAWDs age 18-49 Working < 20
Hours Per Week on Active FS Cases” will be provided on or around April
21, 2005 to the counties noted above. Persons turning 50 prior to May 2005
will not be included, and expedited/initial benefits as of the time the report
was run are flagged E or I. Each case will need to be reviewed to determine
if the person listed is an ABAWD and needs to be closed or continued for their
three months out of 36. The PRAP code will also be listed (here’s where
you’ll see the persons coded ?A) as well as any earned income listed
on the case to help staff prioritize cases needing action. The closure notice,
F416 FS Closure - ABAWD Requirements Not Met must be sent providing timely
notice of the case closure
NOTE: This report should capture most persons that are ABAWDs,
either single person ABAWD cases or ABAWDs that are members of an
active food stamp household (with no persons under the age of 18).
However, some persons identified on the report may not be ABAWDs.
Therefore the actual case status must be evaluated before any action
to terminate benefits is processed. In addition, the report may
fail to identify some ABAWDs. If this occurs, the person should
be evaluated for case action at the time of the next IR, review
or case change, whichever comes first.
- SUCCESSFUL FAMILIES
- TAF Support Services - See Summary of Changes, Item
VIII. A.(1) and Section 3410.
Current policy allows 12 months of extended Work Program services
eligibility when a TAF cash case closes with the following exceptions:
- when the client moves out of state;
- death of the only adult on the case;
- no longer a TAF eligible child in the home;
- the 60 month TAF time limit.
KEESM Revision #22 implements additional exceptions to eligibility
for the 12 months of extended Work Program services to former TAF
cash clients. These additional exceptions include:
- the only adult begins to receive SSI ;
- the only adult is incarcerated or institutionalized;
- loss of contact.
In addition, clarification is included that it is no longer necessary
to open a Work Program KsCares case when the TAF cash case closes
and the client was not receiving Work Program services at the time
of closure. Although it is not necessary to open a Work Program
KsCares case in these situations, the client is eligible for Work
Program services if requested during the 12 month period, unless
the cash case is closed for one of the exceptions in Section 3410.
Since the client is eligible for Work Program services, the client
is categorically eligible for Food Stamps.
This new policy should be applied to TAF Work Program cases whose
corresponding TAF cash case closes May 31, 2005 or later. Existing
TAF Work Program cases open for the 12 months of extended services
that do not meet the new policy guidelines should be closed when
identified by the EES worker, but no later than the 12th month of
the extended period.
The following examples illustrate the policy intent:
Example 1: A TAF client is exempt from work related requirements
because she has a child under age one. In June she requests that
her TAF cash case be closed June 30, 2005. It is no longer necessary
to open a KsCares Work Program case in this situation because the
client was not receiving Work Program services at the time of TAF
cash closure. In August 2005, this former client contacts the agency
and indicates she needs a car repair to continue her employment.
A KsCares Work Program case may be opened and payment authorized
since this request is within the 12-month extended eligibility period.
Example 2: Ongoing TAF case for a client who has already incurred a first time
Work Program penalty that has been resolved. In July when it is determined
that the client is again not cooperating with Work Program requirements, a
2nd work penalty is established, and the TAF cash case is closed effective
July 31, 2005. The 12 month extended services for this case would be from August
1, 2005 thru July 31, 2006.
Example 3: A TAF cash assistance
is closed July 31, 2005 at the client’s request.
The TAF client was receiving Work Program services and
had an open
KsCares case at the time the
TAF cash assistance case closed. The KsCares Work
Program case should remain open in JO TR status from
in this situation.
KsCares JO TR cases are categorically eligible for Food Stamps.
In addition, there is categorical eligibility for food stamps if
the individual would be eligible for the 12 months of extended services
but the JO TR KsCares case is not open. An alert needs to be set
on KAECSES to determine continued eligibility for food stamps at
the end of the 12 months of extended services.
Example: TAF cash case closes July 31, 2005 at client’s
request. The KsCares Work Program case remains open
and the client also continues to receive Food Stamps.
September the client requests
closure of the WP case. Since this client is eligible
for WP services even though she requested WP case
FS categorical eligibility
continues through July 2006.
- FS Employment and Training - See Summary of Changes,
Item VIII. A. 2. and Sections 3420, 3423, 3424, 3425,
This revision implements changes that bring FS E & T services
more in line with TAF Work Program services and allows more flexibility.
The following specific limitations are being removed from FS E & T
- $1500 education/training per 12 months;
- $300 vocational assessment per participant;
- $1500 contracted employment services for
In addition, FS E & T clients may now utilize
Special Services Allowances.
Total FS E & T expenditures must be within the parameters
established by the annual FS E & T State Plan.
NOTE: A Food Stamp E & T client may also be a former TAF client
who is eligible for 12 months of extended services. If this client
requests a service during the 12 month extended service eligibility
period, the payment should be made as JO TR, rather than MO OP,
in order to preserve the limited FS E & T funding.
Example: A TAF client’s cash case closed 1/31/05 because
she is receiving Unemployment Insurance. She continues to receive
Food Stamps and lives in a Food Stamp E & T county. FS E & T
staff are working with her to help her get a job. In May 2005 she
requests a car repair. Although we could now pay for this type of
barrier removal using FS E & T funding, we should make this
payment under JO TR since this client is within the 12 months
extended eligibility period.
- Appendix - The following documents have been revised to
reflect provider enrollment practices under EBT-CC:
In-Home Child Care Handbook - Appendix Item C-9;
The Parent-Provider Partnership Handbook - Appendix Item C-11;
Regulated Provider Enrollment - Appendix Item C-12;
Unregulated Provider Enrollment - Appendix Item C-13;
In-Home Provider Request - Appendix Item C-14; and
Out-of-Home Relative Enrollment - Appendix Item C-15.
These documents have been revised to reflect provider enrollment
practices under EBT CC. These documents are being revised now so
they will be readily available when needed. They will be translated
into Spanish with Spanish versions available online only at this
point. The pilot for EBT CC will begin June 1, 2005 in the following
counties: Barton, Cheyenne, Decatur, Ellis, Gove, Graham, Logan,
Norton, Osborne, Pawnee, Phillips, Rawlins, Rooks, Rush, Russell,
Sheridan, Sherman, Smith, Thomas, Trego, Wallace, Wyandotte. EBT
CC will be brought up statewide on September 1, 2005. Pilot counties
should begin use of these documents for any provider enrollment/renewal
on or after June 1, 2005. Statewide counties should begin use of
these documents for any provider enrollment/renewal on or after
September 1, 2005. Between now and then, staff should continue to
use the existing supply of provider enrollment documents. An EBT
CC provider stuffer is attached to this memo. This stuffer can be
used to alert new providers of the upcoming changes.
Attachment: Provider Stuffer
Training Material for Child Support Income Training available at:
by clicking on “Budgeting Child Support Income (pdf)” and
“Budgeting Child Support Income Activity Answers (pdf)”Attention
Child Care changes coming !!!!!
Who and When:
SRS will start putting child care assistance benefits on the
EBT Vision card
June 1, 2005 for the following counties: Barton, Cheyenne,
Decatur, Ellis, Gove, Graham, Logan, Norton, Osborne, Pawnee, Phillips,
Rawlins, Rooks, Rush, Russell, Sheridan, Sherman, Smith, Thomas,
Trego, Wallace, Wyandotte. Providers located in these counties and
parents living in these counties will be affected. There might be
a short time when some providers have 2 different billing systems
(SRS time sheets and EBT) depending on your location and your parents’ location.
This pilot is only expected to last 3 months. The entire state is
expected to be using EBT starting September 1, 2005. If you are
a provider NOT located in the above counties and do not serve parents
from these counties, September 1, 2005 will be your start date for
EBT stands for Electronic Benefit Transfer. If your parents
get cash or food assistance then child care benefits will be put
on their same Vision card. If parents do not have a Vision card,
SRS will issue one when they need it.
SRS will not pay providers directly when this change is made.
Child care benefits will be put on the parent’s EBT Vision
card. SRS will give child care benefits at the beginning of the
month. Parents will use those benefits to pay for child care during
the current month. The money will be deposited by the state’s
EBT contractor eFunds Corp. directly into your bank account (checking,
savings, or pay card). This is like a debit card purchase or a
food assistance purchase. Since parents will have benefits on
the first of the month, you will be able to get paid faster and
with less hassle than from SRS. No cash or checks are involved
in the process. Parents can ONLY use child care benefits to buy
child care. You must be able to receive payment electronically.
There are two ways parents can pay using the EBT Vision card. Providers
choose one way that is best for their business.
- A Point of Sale (POS) machine is located at the provider. This POS machine is like what you see at grocery stores
to buy food with
a debit/credit card. Parents swipe the Vision card, put
in the amount and their PIN to pay. Receipts are produced.
Money is put into the
provider’s bank account by eFunds Corp. electronically.
Providers lease the POS machine from eFunds Corp. for $18 per
- The Audio Response Unit (ARU) is used by parents. This
is a toll-free telephone number. Parents can use any touch-tone
Parents call this number and are told what to do to make payment.
When they are done, they will give you a number you can use
to prove they paid. Money is put into the provider’s bank
account by eFunds Corp. electronically.
What will NOT change with EBT for Child Care:
- Eligibility - applications, personal need, income limits
- SRS Provider - only SRS enrolled providers can participate
- Child Care Plans - set up with monthly hours
- Report changes - parents still have to tell workers
- SRS rates - there will still be a limit on what SRS
More Information: There are different ways you can get information.
- Call your local SRS office. If you do not know that number
you can dial 1-888-369-4777 to be connected.
- Call eFunds Corp. When you get your eFunds papers there
will be a toll-free telephone number to call if you have questions.
- Call your local Child Care Resource and Referral Agency (R&R).
They are helping SRS with this change.
- Check the internet. SRS will try to keep up to date information
on the internet. Some links are as follows:
We are hoping this change will allow parents and providers to have more control
over the purchase of child care. SRS thanks you for your commitment to child